Privacy Policy

1. Introduction

Welcome to SalesDocx. We respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you use our service.

SalesDocx is an AI-powered tool that helps businesses transform HubSpot CRM data into intelligent, organized content for sales documents and proposals. This policy applies to information we collect through:

• Our web application at salesdocx.com
• Your account registration and profile information
• Your HubSpot integration and the data accessed through it
• Your interactions with our customer support

2. Information We Collect

2.1 Information You Provide to Us

• Account Information: When you register for SalesDocx, we collect your name, email address, company name, and password.
• Billing Information: For paid subscriptions, we collect subscription-related information such as your subscription plan, billing cycles, and subscription IDs. We do not directly collect or store payment method details like credit card numbers, as payments are processed securely through our third-party payment processor.
• Profile Information: Information about your company type, industry, and document needs that you provide during onboarding.
• Communications: Information you provide when contacting our support team or responding to surveys.

2.2 Information We Collect Through HubSpot Integration

When you connect your HubSpot account to SalesDocx, we access:

• Deal Data: Information about your sales opportunities including deal stage, size, and notes.
• Contact Information: Details about your prospects and customers stored in HubSpot.
• Company Information: Data about the organizations you're working with.
• User Information: Basic information about HubSpot users in your account.

2.3 Information Collected Automatically

• Usage Data: Information about how you interact with our service, including features used, documents generated, and time spent on the platform.
• Device Information: Information about the device you use to access our service, including IP address, browser type, operating system, and device identifiers.
• Cookies and Similar Technologies: We use cookies and similar tracking technologies to track activity on our service and maintain certain information.

3. How We Use Your Information

3.1 Core Service Functionality

• To provide and maintain our service
• To authenticate your identity and manage your account
• To generate content blocks based on your HubSpot data
• To save and organize your generated content for future access

3.2 Service Improvement and Analytics

• To analyze usage patterns and improve our product
• To monitor and enhance performance, reliability, and security
• To develop new features and functionality
• To aggregate anonymized data for internal research

3.3 Communications

• To respond to your inquiries and support requests
• To send service notifications and updates
• To provide information about new features or products (if you've opted in)
• To request feedback about your experience

3.4 Legal and Operational Purposes

• To comply with legal obligations
• To enforce our terms of service
• To protect our rights, privacy, safety, or property
• To prevent fraud or potentially illegal activities

4. How We Share Your Information

4.1 Service Providers

We may share your information with third-party vendors who provide services on our behalf, such as:

• Cloud infrastructure providers who host our application
• Payment processors (like Dodo Payments) who handle subscription billing and payment processing
• Analytics providers to help us understand usage patterns
• Customer support tools to manage service inquiries

All service providers are contractually obligated to use your information only for providing services to us and in accordance with applicable privacy laws.

4.2 AI Processing Partners

We partner with OpenAI to provide the AI content generation functionality of our service. When you generate content, your deal data is securely transmitted to OpenAI's API to create the content blocks.

4.3 Business Transfers

If SalesDocx is involved in a merger, acquisition, or sale of all or a portion of its assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or uses of your information.

4.4 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

5. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required or permitted by law. When determining retention periods, we consider:

• The amount, nature, and sensitivity of the information
• The potential risk of harm from unauthorized use or disclosure
• The purposes for which we process the information
• Whether we can achieve those purposes through other means
• Applicable legal requirements

5.1 HubSpot Data Processing

SalesDocx does not permanently store your HubSpot CRM data. We access your data in real-time when you generate content and may temporarily cache it during your active session for performance reasons. This temporary data is automatically deleted when your session ends.

5.2 Generated Content

Content blocks generated through our service are stored for your convenience and future reference. You can request deletion of this content at any time by contacting us.

6. Data Security

We implement appropriate technical and organizational security measures to protect your personal information from accidental loss, unauthorized access, use, alteration, or disclosure. These measures include:

• Encryption of data in transit and at rest
• Secure OAuth implementation for HubSpot integration
• Regular security assessments and penetration testing
• Employee access controls and security training
• Infrastructure monitoring and threat detection

However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

7. Your Data Protection Rights

Depending on your location, you may have certain rights regarding your personal information, including:

• Right to Access: You can request copies of your personal information.
• Right to Rectification: You can request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• Right to Erasure: You can request that we delete your personal information under certain conditions.
• Right to Restrict Processing: You can request that we restrict the processing of your personal information under certain conditions.
• Right to Data Portability: You can request that we transfer the data we've collected to another organization or directly to you under certain conditions.

To exercise any of these rights, please contact us at privacy@salesdocx.com.

8. Children's Privacy

Our service is not directed to children under the age of 18, and we do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us, and we will take steps to delete such information.

9. International Data Transfers

SalesDocx is based in India. If you are accessing our service from outside India, please be aware that your information may be transferred to, stored, and processed in India or other countries where our servers or service providers are located.

If you are located in the European Economic Area (EEA), United Kingdom, Switzerland, or other regions with laws governing data collection and use that may differ from Indian law, we ensure that any transfers of your personal data comply with applicable data protection laws, including through the use of standard contractual clauses or other appropriate safeguards.

We comply with applicable cross-border data transfer regulations and maintain appropriate mechanisms to protect your data when transferred internationally.

10. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending an email to the primary email address associated with your account
• Displaying a notice within our application

The date the privacy policy was last revised is identified at the top of the page.

11. Contact Us

If you have any questions about this privacy policy or our data practices, please contact us:

• By email: privacy@salesdocx.com

12. Additional Information for California Residents

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA). For more information about your California privacy rights, please see our California Privacy Notice, which is incorporated into this privacy policy by reference.